X -- CONFERENCE SERVICES

Notice Date

July 19, 2001

Contracting Office

USPFO for Washington, Attn: Contracting Office, Bldg 32, Camp Murray, Tacoma, WA 98430-5170

ZIP Code

98430-5170

Solicitation Number

DAHA45-01-Q-0020

Response Due

August 1, 2001

Point of Contact

Denise Sheppard 253-512-8970

E-Mail Address

click here to contact the Purchasing Agent via e-mail (Denise.Sheppard@wa.ngb.army.mil)

Description

Denise Sheppard. Purchasing Agent, Phone (253) 512-8970, Fax (253) 512-8009, Email Denise.Sheppard@wa.ngb.army.mil. This is a Request for quotation for commercial items. This Request for Quotation, DAHA45-01-Q-0020, incorporates provisions and clauses in effect through Federal Acquisition Circular 97-20. The associated NAIC is 721110 and the business size standard is $5.0. This will be an all or none firm-fixed price contract. The Washington Army National Guard is hosting a conference during the period of 19-23 September 2001. This event is estimated to require 60 rooms per night: 2 single-occupancy rooms and 3 double-occupancy rooms for the 19 and 23 September 2001. Up to 38 single-occupancy rooms and 22 double-occupancy rooms will be needed by the Government for the 20, 21, and 22 September 2001. These rooms are to be made available at the same price. Contractors must be able to meet the required lodging and meeting space to accommodate the conference participants. The participants shall be required to make their own reservations with facility chosen. These individuals are Federal employees and shall pay the cost quoted in this Request for Quotation for their individual rooms and individual meals with their Federal Government issued travel credit card. The Government shall not be responsible for payment of their individual cost. The contractor agrees to block the rooms required for each night, as shown above, for this conference until 10 (ten) calendar days prior to the event. Individual room reservations shall be made by each individual not later than 10 (ten) calendar days prior to the start of the conference. Any blocked rooms not reserved by the cut-off period established shall be freed for the contractor's use. The contractor may continue to accept room reservations at the established government rate after the cut-off period if desired. Individuals are responsible for making all reservations for their individual rooms directly with the hotel. The guests will pay personal expenses (telephone calls, room service, etc.) themselves. If civilian personnel, not Federal Employees, choose to stay in lodging, any additional costs will be paid for by the civilian or by the Federal employee who is hosting the civilian. The government will not pay for any costs rendered by civilian personnel. Quotes will only be accepted from facilities large enough to accommodate all lodging and functions pertaining to the conference. The conference facility and lodging must be housed in the same facility. The Contractor's facility must be located within 35 miles of the Washington State University in Pullman. Contractor shall provide a separate meeting room on the evening of the 20 September 2001 from 1600-1800 hours (4-6 pm) and the morning of 23 September 2001 from 0900-1030 hours (9-10:30 am). The meeting rooms on 20 and 23 September must accommodate 30 individuals. Contractor shall provide another separate meeting room on the morning of 21 September 2001, starting at 0700 1745 hours (7 am thru 5:45 pm). This room shall accommodate 80 individuals. Room shall be set-up with tables and chairs for participants. The general session meeting room shall have a head table with two tables and a minimum of four chairs. The general session meeting room shall also have a water/cup set-up on all participants table and shall be maintained throughout the conference. The Contractor shall provide an AM and PM coffee break with coffee (caffinated and decaffeinated) and pastries/danishes/fruit for 70 attendees on the morning and afternoon of the 21 September 2001. The general session room must be isolated from the general public. The Contractor shall provide a lunch for 21 September 2001 for 80 personnel at 12 pm. Menus for this meal must be included in the Contractor's proposal. The large meeting room (for the 21 September 2001 with 80 personnel) must be made available to the Government the day or evening prior to the event so that the Government may set-up equipment as needed. Meeting rooms should include Audio-Visual and computer receptacles; phone lines for Internet access & electrical outlets. Contractor shall indicate with their quote the cost for the meeting rooms, am/pm breaks, and lunch. The Contractor must be able to provide lodging for all attendees, on-site meals (lunch on 21 Sept & banquet dinner on 21 Sept), 3 meeting rooms, (20th, 21st, 23rd Sept ) as described above, and a banquet facility for the evening of the 21 September 2001. Contractor must provide a separate banquet facility for 100 personnel or more from 1700 (5 p.m.) and 2200 (10 p.m.) on Friday, 21 September 2001. Separation from other diners, and a setup suitable for an awards banquet are key factors. Dining tables should be table rounds arranged to seat 10 people at each table for a total of 12 table rounds. The Contractor needs to provide a dinner meal for the attendees. Contractor must indicate the cost of both the banquet facility and the meals, to include tip & gratuity, and any additional expenses. Menus for this meal must be included in the Contractor's proposal. The facility shall have a parking facility. Contractor must indicate cost of parking per vehicle or state if it is included with the room cost. Furthermore, in regards to parking, contractor must state whether or not there is an additional charge if vehicles must leave and return. We are estimating 35 vehicles at the conference. The Washington Army National Guard shall be provided an opportunity to inspect the facility prior to award. The conference facility and lodging must comply with the Hotel/Motel Fire Safety Act of 1990, 15 U.S. C. 2201 (PL 101-391) and must comply with the Americans with Disabilities Act, 42 U.S.C. Section 12101 et. seq. (ADA). The facility must have one of the following quality ratings: First class or higher per the Official Hotel Guide; Three crowns or higher per the OAG Business Travel Planner; or Three diamonds or higher per AAA. All prices provided shall be fixed and shall be broken-down to reflect: the price per room per night; the fees for use of the 3 meeting rooms (evening of the 20th, day of the 21st Sept, and morning of 23 Sept); daily am & pm coffee/refreshment breaks on 21 Sept; lunch on 21 Sept; banquet room & meal on 21 Sept; and any other applicable charges. Contractor must also indicate any of the requested services that will be waived (such as the small meeting room on the 20 Sept). Up to 60 rooms must be priced at the Government's rate and specified as such. Interested parties should submit as a part of their quotation _ 1) informational literature on the facility and the services offered; 2) confirmation of its overall quality rating; 3) past performance information; and 4) price. Evaluation of quotations the Washington Army National Guard will use the following factors to evaluate quotations: Technical Capability -- facility quality rating, its proximity to the Washington State University Campus in Pullman, and its ability to accommodate the conference requirements during the required time frame; Past Performance -- How well the facility performed in accommodating conferences of a similar size, its commitment to customer service based on its reputation for demonstrating concern for its customers; and Price -- The total price for the conference. The Washington Army National Guard intends to make an award on a best-value basis. Offerors must also submit with their quotation, in accordance with FAR 52.212-3, a signed Offeror Representations and Certifications -- Commercial Items. This certification can be downloaded from www.arnet.gov/far at Part 52. Additionally, the following FAR provisions are applicable: 52.212-1, Instructions to Offerors _ Commercial; 52.212 -2, Evaluation _ Commercial Items; 52.212-4, Contract Terms and Conditions _ Commercial Items; and 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items. Any amendments to this solicitation will be provided to all contractors expressing an interest for this acquisition. Quotations are due at the following address by 12:00PM, local time, on August 1, 2001. Mail/Delivery to USPFO-PC, Building #32, Camp Murray, Tacoma, WA 98430. Faxed and/or e-mailed responses will also be accepted.

Record

Loren Data Corp. 20010723/XSOL002.HTM (W-200 SN50S3W3)